EMS Roles andEMS Roles and Responsibilities

Identify Roles and Responsibilities– Iowa Definition “Responsibility for implementation of the Responsibility for implementation of the elements of the EMS program need to be identified, documented and communicated to l ff ”relevant staff.” 

Key Resources – Other ConsiderationsHow Do Staff Members Know They Have yAssigned Tasks in the EMS? Responsible for an Objective and Target?

bl f l Responsible for an Action Plan Item? Responsible for Delivering a Training Class? Responsible for Conducting a StormWater Responsible for Conducting a Storm Water Inspection?

Develop a Roles and Responsibilities Table for the EMS Identify Job Titles and/or Staff Member Names with Associated Responsibilities in the EMSwith Associated Responsibilities in the EMS

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Iowa EMS/ISO 14001 RequirementEnvironmental Management Communication (that we initiate, both internal and external) L L L L L L S S S

Identify Environmental Aspects & Impacts L L L L L L L S S

Tracking/Analyzing New Regulations L L L L S

Obtaining Permits and Compliance Plan L L L L S S

Comply with Regulatory Requirements L L L S S

Establish Environmental Objectives and Targets L L L S S L L S L S S S SEstablish Environmental Objectives and Targets L L L S S L L S L S S S SIntegrate EMS Practices into Hiring & Performance Assessment Process L L L L L L L

Develop Budget for EMS L L L L L L L S S S S

Conformance to EMS Requirements L L

Train Employees L L L L L LCommunicating with Interested Parties (when we get asked a question) L L S S LCommunicate Environmental Expections with

Best PracticesDistribute the Roles and Responsibilities TableDistribute the Roles and Responsibilities Table and Explain to Staff

Provide Training and/or Information to Facilitate Understanding of the EMS and Associated RequirementsB O t C ti Ab t Li it d St ff Be Open to Conversations About Limited Staff Time and Availability

Match Roles and Responsibilities Table to EMSMatch Roles and Responsibilities Table to EMS Procedures

ROLES AND RESPONSIBILITIESEXERCISEEXERCISE

EMS Documentation 

EMS Annual ConferenceNovember 13, 2013

DocumentsWritten Procedures/Instructions on:Written Procedures/Instructions on:  Environmental Compliance How the EMS was Developed How the EMS Will Continue to be Implemented

Example Documentsi l li S Environmental Policy Statement

Communication Procedure Spill Response PlanSpill Response Plan Compliance Manual Permit Tank Operational Manual

DocumentsPurpose of a Document is to:Purpose of a Document is to: Explain and Require Practices and Procedures to Promote Consistency

Identify Responsible Personnel Id tif Pl Wh L k f Identify Places Where Lack of Consistency in Performing a Task Would Lead to an Environmental Problem or Deviation of the EMS

Document “Control”Documents Need to be “Controlled” to:Documents Need to be  Controlled  to: Ensure Staff are Working From the Most Recent Version of the Document

Ensure the Use of Approved Procedures and Processes Ensure the Staff that Need the Document Actually Receive (and are Aware of) the DocumentReceive (and are Aware of) the Document

Controlled Documents Need to Have a Review and Approval Process for Finalizing Documentspp g

Document Control May Include: Document Numbering Systems 

EMS

Signature of Authorized Staff for Approval Effective Date and/or Revision Number

DOCUMENT CONTROL EXAMPLESEXAMPLES

Documentation:  Many StylesDocumentation Can be Simple to VeryDocumentation Can be Simple to Very Complicated Text Flow Charts Photographs with Explanations

EMS D t ti U ll C t i Si il EMS Documentation Usually Contains Similar Sections ScopeScope Responsibilities Procedure

EMS

Training Records

Document FormattingPersonalize the Document FormatPersonalize the Document Format Identify the Document Style, Layout and Control Procedure that Best Works for Your Organization

Keep the Format ConsistentReview and Update the Format As NeededCommunicate the Necessary Information

List of Required Documents for Iowa EMSFenceline StatementFenceline StatementEnvironmental PolicyList of Significant Aspects/ImpactsList of Significant Aspects/ImpactsList of Legal and Other RequirementsObjectives and Targets and Action PlanObjectives and Targets and Action PlanKey Resources and Responsibilities

Don’t Forget Required Compliance Documents

List of Required Documents for Iowa EMS (cont.)ProceduresProcedures Environmental Impacts Legal and Other Requirements Objectives and Targets [Strongly Recommended] Communication, Training and Awareness [May be b k i t 2]broken into 2]

Monitoring and Measurement Assessment Assessment Reevaluation and Modification [Strongly Recommended]

Consider the Use of an EMS Manual An EMS Manual is Used to Tell “Our EMSAn EMS Manual is Used to Tell  Our EMS Story” and May Also be Used to Keep All EMS Documentation in One Place

Describes and Defines the Entire EMS Process in One Location and Answers the “W”in One Location and Answers the  W  questions ‐Who, Where, When, What, Why

EMS Manual

R dRecords

Record ‐ DefinitionA Record is Written Proof or Evidence that:A Record is Written Proof or Evidence that: The EMS or Compliance Program is in Place The EMS or Compliance Program is Functioningp g g

Most Records Cannot or Should Not Be ChangedExamples of Recordsp Completed Training Log Completed Inspection Checklist Manifests Lab Results Related to an Objective and Target EMS Annual Report

RecordsPurpose of a Record:Purpose of a Record: Demonstrate Conformity to the EMS Demonstrate Compliance with the Lawp

Control of Records – Identify Where the Record is to Be Stored, For How Long, and When It Can or Will be Destroyed

Most Organizations Have a Records Retention or Retrieval Process Already in Place

Records – Things to Consider Identification of Records Identification of Records What Records Am I Supposed to Keep?

Storage of RecordsSto age o eco ds Where Are They Stored?

Retrieval of Records How Can I Access the Records When I Need Them?

Retention of Records How Long Do I Need to Keep Them?

Disposal of Records When Can I Recycle Them?

Example List of Required Records for Iowa EMSLegal and Other Requirements ListLegal and Other Requirements List Activities and Impacts ListRoles and Responsibilities TableRoles and Responsibilities TableMonitoring and Measurement DataLog of Information Requests from the PublicLog of Information Requests from the Public with Corresponding Responses

Reevaluation ResultsReevaluation ResultsManagement Review RecordTraining LogsTraining Logs

Don’t Forget Records Required by Law!

Best PracticesAsk, “What is the Value in Generating thisAsk,  What is the Value in Generating this Document or Record?” Is it Required by Law? Is it Required by the EMS? Would it Eliminate Deviations that Could Cause Environmental Harm?

Determine Whether There is an Existing Document Management/Control/RecordsDocument Management/Control/Records Retention Process Already in Place Use it! Use it!

Best Practices Be Clear and ConciseBe Clear and ConciseConsider Paper or Electronic VersionsDesignated Responsibility and Authority forDesignated Responsibility and Authority for Creating/ Revising Documents

Retrieval of Old DocumentsRetrieval of Old DocumentsConsider Log of Documents and Records 

Warning: “Over‐Documentation” ProblemsRemember You Have to Keep Up With It!Remember You Have to Keep Up With It! If I Say I’m Going to Do Something in a Written Procedure, Then I Better Be Doing It, g

If the EMS Becomes About Generating Paperwork, Then We Missed the Point

Questions?Questions?